New Individual Contact
The INDIVIDUAL contact function allows you to track the activities of a particular person. It is used for members, donors, employees, volunteers, voters, attendees, activists, etc.
Once an INDIVIDUAL contact is created, you can use the RELATIONSHIP feature to associate INDIVIDUALS with ORGANIZATIONS, HOUSEHOLDS, even other INDIVIDUALS.
It is not required to create a separate individual contact for every member of a HOUSEHOLD, simply create a New HOUSEHOLD contact record. However, generally you will create an INDIVIDUAL contact record for each person in a household that you want to track, then relate them to a Household contact record, since you might do regular mailings just to the household, but email to an individual in the household.
Create New Individual Contact
From the CiviCRM Home screen, click on the New Individual shortcut. You will be brought to the New Individual entry screen.
Name and Greeting
Here you fill in the fields for the Prefix, First Name, Middle Name, Last Name, Suffix, Greeting, Nick Name, Job Title and Website. For the website field, CiviCRM will automatically fill in the http://, so hit the right arrow key to begin typing the rest of the address.
You can choose from drop-down lists for Prefix, Suffix and Greeting style. These lists can be modified by Administrators.
Enter all the information you have into the appropriate fields, including the appropriate Prefix, Suffix, Job Title, Greeting style and Website address.
The Nick Name field is supplied to allow users to search by nickname. For example, if your CONTACT name is Cuthbert R. Smithfield, but this person goes by the nickname "Red", entering "Red" into the nickname field will allow users to search on the name "Red".
The Check for Matching Contacts option helps avoid duplicate entries. After entering all of the information you have in this section, click on Check for Matching Contacts. If no matching contacts are found you will see the message "No matching contact found".
If a matching contact exists, you will get a message like this:
"One matching contact was found. You can edit it here: Jane Doe, or click Save Duplicate Contact button below."
Review the existing contact information to determine if the existing record duplicates the one you are trying to enter as new. If so, click CANCEL to cancel entry or click the edit it here link to edit the contact record.
Here you indicate the preferred Privacy, Prefers and Mail Format information.
Click on the appropriate boxes next to the Privacy options to choose the privacy requests and on Prefers options to indicate preferred communication method.
For Mail Format, choose whether the contact prefers HTML or plain-text format emails. "Both" is the default and is safest. This means the mail is delivered in both formats and the recipient's email client configuration determines which version they see.
This section holds Phone number, Email address, Instant Messenger and Address information.
You can indicate if the Primary Location is Home, Work, Main or Other in the drop-down menu. Your administrator can modify or create new Location Types.
Indicate if this location is the Primary location for this contact. It is optional to name the location.
You can assign a Location Name to differentiate between multiple addresses, e.g. secondary, vacation or temporary homes.
Enter the Phone number(s), Email address(es) and Instant Messenger service/screen name(s) in the appropriate fields.
Enter the Address information in the appropriate fields.
Use Household Address - Check this option if you want to use a shared household address for this individual. You can either select an existing household, or create a new one. This will connect this contact with the household address, useful when doing postal mailings.
Latitude, Longitude - If you have a mapping provider configured by your administrator (see Mapping and Geocoding), these values will be automatically filled in when you SAVE the record.
Click on the + Additional Location link to add additional locations. Additional location sections use the same fields as Primary Location section.
This section includes the Gender, Date of Birth and Contact Deceased options.
Click on a gender label to indicate the contact's gender.
Using the drop-down menus, indicate the day, month and year for Date of Birth, or use the calendar.
Click on the Contact Deceased label to select this option. When you perform a search prior to sending a mailing, you can then exclude any contacts labeled as Deceased to avoid sending unnecessary mailings.
This section allows you to type in Notes about this contact to provide information not found elsewhere in the contact record.
Tags and Groups
In this section you can assign the contact to a GROUP (i.e., enewsletter subscribers) as well as TAG contacts to indicate specific attributes (i.e, Major Donor).